Entertainment Install Coordinator (Traveling Position)
About the position Level99 is seeking an organized, proactive Entertainment Install Coordinator to support its traveling installation teams during the build-out and opening phases of new Level99 venues. This role serves as the administrative and logistical backbone of the installation operation, ensuring people, materials, schedules, and communications run smoothly. The position requires working in fast-moving, high-stakes environments with tight deadlines and constant changes, supporting the Install Team Manager and liaising with various stakeholders to ensure logistical details are handled proactively. Key attributes for success include organization, clear communication, follow-through, and the ability to remain calm under pressure.
Responsibilities
- Handle all team travel logistics, including bookings and itinerary adjustments.
- Manage equipment shipping and receiving; track deliveries and resolve discrepancies.
- Support on-site artists by coordinating schedules and resources.
- Liaise with vendors and site contacts regarding delivery and access updates.
- Maintain project documentation, including shipping logs, receipts, and activity notes.
- Track team expenses and submit budget reports.
- Monitor progress and schedules; flag and help resolve bottlenecks.
- Organize staging areas and manage tool inventory check-ins.
- Assist with onboarding logistics for new on-site team members.
- Distribute status reports and travel updates to management.
- Provide hands-on support to the installation crew as needed.
- Execute other duties to ensure successful venue openings.
Requirements
- Experience in project coordination, logistics, or operations support, ideally in entertainment, construction, or hospitality.
- Exceptional organizational skills to manage complex details and maintain precise records.
- Professional verbal and written communication for effective stakeholder coordination.
- Proficiency in booking and managing flexible team travel logistics.
- Competence in shipping/receiving, inventory tracking, and logistical documentation.
- Skilled in Google Suite, Microsoft Office, and expense reporting tools.
- Detail-oriented with a strong commitment to checklist execution and follow-through.
- Resilient and resourceful when managing last-minute changes in chaotic environments.
- Available for extensive travel (200+ days/year) and irregular hours, including weekends.
- Physically able to lift 50 lbs and work in active construction venues.
Nice-to-haves
- Field experience in installation, construction, or entertainment production.
- Proficiency with project management software (Wrike, Jira, etc.).
- Experience coordinating creative professionals in production settings.
- Knowledge of construction safety and site protocols.
- 3+ years in a related installation or technical role.
- On-the-job training and team leadership skills.
- Proficiency with hand and power tools.
- Familiarity with mounting hardware for wood, metal, and concrete.
- Direct experience working on active construction sites.
- Basic electrical troubleshooting and knowledge.
- Troubleshooting skills for PCs, networks, and micro-controllers.
- Forklift and scissor lift operation experience.